Operations Coordinator

Sazerac Company Overview:
Build your career at Sazerac With almost 400 years of rich history, Sazerac Company has thrived as an independent, American family-owned company with operations in the United States and around the world. Since the 2000s, Sazerac has averaged double digit growth every year Sazerac Company produces and markets the most award-winning bourbons and whiskeys in the world, including Buffalo Trace, Pappy Van Winkle, Eagle Rare, Blanton’s, and Sazerac Rye. Additionally, Sazerac owns many popular brands across a range of spirits, including Fireball, Southern Comfort, Seagram’s V.O., Myers’s, Goldschläger, Parrot Bay, 99 Brand, and Platinum Vodka.

We’re proud of our award-winning culture and distilleries. Our Louisville office has been named one of the “Best Places to Work in Kentucky” four times, and our Buffalo Trace Distillery has earned the title of “world’s most award-winning distillery” through the dedication of our craftsmen for well over 200 years. Whether you’re a recent graduate or an experienced professional, Sazerac provides extraordinary opportunities for growth with competitive salaries and benefits in an exciting, entrepreneurial industry.

Job Description/Responsibilities:
Collingwood Distillery is looking for an experienced and highly organized Operations Coordinator to join our team. The Operations Coordinator will be responsible for a variety of functions including general administrative duties, finance/AP support, social coordination, and training assistance. In addition, the role will provide administrative support to the Distillery team.

General Administrative Support:

- Order all company issued uniforms as per the union contract
- Coordinate safety shoes/boots as per the union contract
- Order other items/apparel as requested for give aways
- Maintaining office equipment and lease renewals (copiers, postage machine, etc)
- Troubleshoot & maintenance for copiers with Rival
- Maintenance of all printers - including sending to PrinterReady for repair/cleaning
- Order office/lunch room supplies
- Ensure supply room, lunchroom/boardroom are stocked appropriately
- Search/order supplies as requested
- Order customized envelopes, business cards, etc with The Print Shop
- Coordinate the shredding service
- Distribute the daily mail
- Handle general courier needs

Social Coordinator:

- Coordinate details/luncheons for all internal and external meetings
- Maintain a caterer vendor list

Finance/AP:

- Review invoices against contracts/supporting documents, obtaining approvals, coding and submiting for payment to A/P
- Build relationships with multiple vendors and suppliers
- Keep track of all payments and invoices pending for payments and ensuring invoices are being paid according to the right term
- Maintain historical records and analyze any discrepancies
- Track invoices and identify expenses required to accrue
- Ensure financial records are stored in an organized manner.
- Process vendor setup requests for vendors not in the Sazerac system,
- Code and submit invoices for payment to A/P
- Respond to enquiries for payment information from vendors

Training:

- Support administration and tracking of plant training
- Collect proofs of training from the managers and instructors (copy of training materials, signed attendance sheets, questionnaires, etc.)

Distillery Support:

- Invoicing of DDG sales
- Prepare bills of lading for shipments, exchange weights and pricing with broker
- Order, control inventory, and replenish various supplies, e.g. Enzymes, Yeast, Caustics Acid, etc
- Look after grain receipts, enter them in S21 accordingly and prepare reports for month-end

Qualifications/Requirements:
Overall Skills Required:

- Creative insight and strong problem-solving skills;
- Excellent communication skills and attention to detail;
- Organized, proactive and self-motivated individual capable of producing results and meeting deadlines;
- Ability to establish effective working relationships with colleagues and suppliers;
- Ability to effectively multi-task and work in a fast paced, office/production environment;
- Strong computer skills including Microsoft Suite, understanding of ERP systems as they relate to Purchasing and Invoice Processing.
- Fundamental understanding of accounting.
- Expected to manage work with minimum supervision.

Experience and Education Required:

- 2-4 years of AP Clerk experience
- 2-4 years of Office Coordinator/Office Manager experience
- HS Diploma or equivalent

Physical Requirements
- Ability to work overtime if necessary
- Ability to pick up and/or move objects up to 25 pounds without assistance
- Sedentary work that primarily involves sitting
- In-person job attendance
- Strong communication skills
- Ability to read and write
- Ability to pay attention to detail
- Ability to pay attention to detail
- Noise level at work station is moderate (business office with computer printers)